Time records from ExakTime Connect can be exported for your accounting/payroll system and be imported into Core HR to accrue PTO.

Depending on your accounting/payroll system, this can be done in one of two ways:

• Method 1 - For supported accounting/payroll systems, AccountLinx can export a file with time data for your accounting/payroll system and a second file with time data for PTO accrual in Core HR.
• Method 2 - For specific accounting/payroll systems, ExakTime Connect can export time data directly into Core HR and AccountLinx can export the time data for your accounting/payroll system. The following is a list of accounting packages that require this method:
  • QuickBooks
  • QuickBooks Online
  • Sage 100 Contractor [Master Builder]
  • Sage 50 - Canadian Edition [Simply and Quantum Accounting] - API 
  • Sage 300 Construction and Real Estate [Timberline Office] [Service Management]
  • HardHat
  • Sage BusinessVision
  • WorkDay

Method 1 - Supported Accounting/Payroll Systems

Prerequisites

• ExakTime & Core HR Customer
• Using AccountLinx to export ExakTime records for payroll.
• Tracking PTO in Core HR where accruals are based on hours worked.
• Using a supported exporter.
  • We are presently unable to export the Core HR file for accounting/payroll systems that we connect to directly. These unsupported accounting/payroll systems are listed below:
    • QuickBooks
    • QuickBooks Online
    • Sage 100 Contractor [Master Builder]
    • Sage 50 - Canadian Edition [Simply and Quantum Accounting] - API 
    • Sage 300 Construction and Real Estate [Timberline Office] [Service Management]
    • HardHat
    • Sage BusinessVision
    • WorkDay

Review Time Cards

Before we can export any of the time data, it is important to review the employee's time cards on ExakTime Connect and confirm the accuracy/information. It is generally best to review the time cards after all of your employees have synced their time records from ExakTime Mobile or records have been collected from JobClock hardware. This helps ensure that all employees; time records are accurate and sourced from the field instead of from corrections in the office.

For more information about maintaining time cards, you can refer to Walkthrough for Time Card Detail

Enabling the Core HR Export (First Time Only)

The Foundation exporter will be used as an example, but other supported exporters can be used to export the necessary time data. All that needs to be done is enable the Core HR option from Options of AccountLinx and will only need to be done once.

1. Click Tools and click Options.

   

2. Use the checkbox for "Export CoreHR Hours Worked File". Click OK.

   

How the Core HR File is Exported

The AccountLinx steps before exporting will proceed as normal. You will select the date range, select the employees to export, then begin the export process. Any differences will occur during and after the export process.

There will be a confirmation in the export progress that the CoreHR file has been generated.

In addition to your file for payroll use, there will be an additional CoreHR file. It will include the date and time of when it was generated with the format of "yyyy-MM-dd-hh-mm" like the example below.

What Can Affect The Core HR File Creation

When AccountLinx is generating the Core HR file, there are some moments where the Core HR will not be exported or will not contain some data.

• If the export is canceled, the CoreHR file will not be generated.
• Any time record rejected during the export process will NOT be included in the CoreHR file.
  • Some examples of this can be missing IDs for employees, locations, cost codes, etc.
• Any employee without an Arcoro User ID will not be included in the CoreHR file, even if they were included in the payroll export.
  • The Arcoro User ID is automatically generated when employees are created and synced between our modules to maintain user consistency.

Export File Layout

The Core HR file that is generated will have the following layout:

When opening the CSV file in Excel, it will appear like below:

Import the Core HR File into Core HR

• From the Core HR menu, click Data to expand it, click Imports, then click Standard.

  

• Select the "Timesheet w/ Cost Centers" import type and browse for the Core HR file. Click Import File when ready.

  

Method 2 - Process for Specific Accounting Packages

The following process should only be done if you are using any of the accounting/payroll systems listed below:

• QuickBooks
• QuickBooks Online
• Sage 100 Contractor [Master Builder]
• Sage 50 - Canadian Edition [Simply and Quantum Accounting] - API 
• Sage 300 Construction and Real Estate [Timberline Office] [Service Management]
• HardHat
• Sage BusinessVision
• WorkDay

Prerequisites

• ExakTime & Core HR
• Using AccountLinx to export ExakTime records for payroll.
• Tracking PTO in Core HR where accruals are based on hours worked.

Export Time Data from Time Card Summary for PTO Accrual

• Navigate to Time Card Summary from Time Cards of the top menu bar.

  

• Confirm the selection of the correct pay period in the top right-hand corner of the Time Card Summary. This will always be a previous pay period.

  

• Click Export Time to export the time data to Core HR directly.

  

Exporting Time from AccountLinx

To export the time data from AccountLinx for your respective accounting/payroll system, you will first need to reset the exported records from the previous step so they will be available.

• Select the date range in the top right of AccountLinx. After selecting the date range, click View. This is to confirm what date range you want to reset.

  

• On the left-hand side, select any number of employees that you wish to re-export or click All to select all employees.

  

• Go to Tools and click Reset Exported Records.

  

• A message will appear indicating the date range that you will be resetting and a warning that any records that are currently in your Accounting or Job-Costing application will NOT be removed. AccountLinx lacks the ability to remove these records and the records should be removed to prevent duplicate entries. When ready, click OK.

  

• Shortly after, the records will be marked as unexported and be made available to export again.

  

• Click Clear above the employee list as the employees will be selected, but the time that was reset has not been selected.

  

• On the left-hand side, select any number of employees or click All to select all employees.

  

• Click Export to begin exporting your time.